Kane County Administration Committee met Feb. 14
Here is the minutes provided provided by the Committee:
1. Call to Order
Chairman Allan called the meeting to order at 10:03 a.m.
Attendee Name Title Status Arrived
Brian Dahl Board Member Present
Drew Frasz Board Member Present
Rebecca Gillam Board Member Present
Bill Lenert Vice Chairman Present
Douglas Scheflow Board Member Present
Thomas Smith Board Member Absent
Deborah Allan Chairman Present
Also present: Co. Bd. members Barreiro, Sanchez & staff Nagel; Finance staff Waggoner, Dobersztyn; Exec. Dir. Bldg. Mgmt. Biggs; Development Dir. VanKerkhoff; ITD Exec. Dir. Fahnestock & staff Lasky, Peters, Garza, Nicoski, Erickson; Auditor Hunt; and members of the press and public.
2. Approval of Minutes: January 10, 2018
A change in the agenda order followed.
Result: Approved With Voice Vote [Unanimous]
Mover: Drew Frasz, Board Member
Seconder: Brian Dahl, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
3. Public Comment
None
4. Finance Report
Monthly financial reports were included in the agenda packet. Finance staff Waggoner reported FY18 budget expenditures have been reviewed. Any overages are due to encumbrances. Fund 390 for Web Technical Services has been trending 2% higher than recommended; it is not an area of concern at this time.
5. Facilities Management
A. Capital Project Updates
Referencing a handout, Exec. Dir. Biggs provided an update on the snow removal noting maintenance staff worked nine days straight, including holidays, to remove snow. He thanked them for their excellent job. At a future meeting, he will be providing an emergency affidavit for a sidewalk machine that went down in the beginning of February. Biggs reviewed a graph of snow expense trends from December through February. He discussed a resolution that will be presented at Human Services committee regarding pay for maintenance staff that was forced to work on the holidays. He shared an update on capital projects including the KBC/CC HVAC unit replacements, JC parking lot replacement, 3rd St. air-conditioner replacements, and a replacement vehicle for Development Department. ITD Exec. Dir. Fahnestock stated they are working on their RFP bid process. They have not started their capital purchases yet. Brief discussion followed. Biggs presented the following resolutions:
The next two resolutions were moved forward together.
B. Resolution: Amending the FY2018 Capital Improvement Projects Fund 3rd Street Courthouse Mechanical Improvements Project
This authorizes a budget adjustment of $160,851.00 from the Capital Project Fund Balance into the FY2018 Capital Improvement Projects.
C. Resolution: Authorizing a Contract for Kane County 3rd Street Courthouse Mechanical Improvements Project
This executes a contract for the Kane County 3rd St Courthouse, Mechanical Improvements project to Jensen’s Plumbing & Heating, Inc, for the Base Bid and Accepted Alternates (#’s 1-5B) in the amount of $350,774.00. In addition, a 10% project contingency of $35,077.00, for a Total Project Cost of $385,851.00.
Result: Moved Forward With Voice Vote [Unanimous] Next: 2/28/2018 9 a.m.
To: Finance And Budget Committee
Mover: Brian Dahl, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
D. Resolution: Authorizing a Contract for Lawn Maintenance Services for Kane County Facilities
This authorizes a contract for the Lawn Maintenance Services of Kane County facilities to Twin Oaks Landscaping in the amount of $73,849.00 and accepts Alternate #1 at a per yard cost of $45.00.
Result: Moved Forward With Voice Vote [Unanimous] Next: 2/28/2018 9 a.m.
To: Finance And Budget Committee
Mover: Drew Frasz, Board Member
Seconder: Brian Dahl, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
E. Resolution: Authorizing a Contract for Kane County HVAC & Plumbing Maintenance & Repair Services
This authorizes a contract for the HVAC & Plumbing Maintenance & Repair Services for Kane County facilities to Mechanical Inc. to provide third party professional HVAC and Plumbing Services on an “as needed basis” at an hourly rate of $99.50 for Journeyman and a 15% percent markup on parts and materials.
Result: Moved Forward With Voice Vote [Unanimous] Next: 2/28/2018 9 a.m.
To: Finance And Budget Committee
Mover: Bill Lenert, Vice Chairman
Seconder: Rebecca Gillam, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
F. Approval of Facilities Usage Request
Exec. Dir. Biggs presented a facility usage request for the Geneva Chamber of Commerce’s use of the lawn and parking lots surrounding the 3rd Street Courthouse for the 2018 Festival Season Including: Swedish Days on June 19-24; Classic Car Shows every Thursday in July and August; Geneva Fine Art Show July 28-29; Festival of the Vine September 7-9; and Christmas Walk December 7-8. Times for each event vary.
Result: Approved By Voice Vote [Unanimous]
Mover: Rebecca Gillam, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
6. Information Technology
The monthly reports have been included in the agenda packet. ITD Exec. Dir. Fahnestock presented the following resolution:
A. Resolution: Approving a Contract for Low Voltage Wiring with Applied Communications Group
This authorizes a contract with Applied Communications Group under the terms of a 2-year contract with an option to extend for 2 additional 1-year terms at a cost not to exceed $90,000 per year.
Result: Moved Forward With Voice Vote [Unanimous] Next: 2/28/2018 9 a.m.
To: Finance And Budget Committee
Mover: Bill Lenert, Vice Chairman
Seconder: Rebecca Gillam, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
7. Mill Creek SSA
None
8. New Business
None
9. Vehicles
A. Vehicle Replacement - Development Department
This authorizes the Development Department to purchase a replacement vehicle from Biggers Chevrolet for $26,204.34. KDOT has evaluated the existing vehicle and determined it qualifies for replacement. This vehicle will be purchased with funds from the 2018 Capital Improvement Plan.
Result: Approved By Voice Vote [Unanimous]
Mover: Bill Lenert, Vice Chairman
Seconder: Brian Dahl, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
10. Old Business
Frasz felt the committee should start exploring what to do with the 42 acres the county owns on Fabyan Parkway. He proposed using the property for a new Coroner's facility and Sheriff's maintenance facility. Fahnestock added that the IT Department would like to look into relocating the antenna tower to that property. Considerable discussion occurred.
11. Reports Placed On File
Result: Place Written Reports On File [Unanimous]
Mover: Brian Dahl, Board Member
Seconder: Drew Frasz, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
12. Executive Session (If Needed)
None
13. Adjournment
Result: Adjourned By Voice Vote [Unanimous]
Mover: Douglas Scheflow, Board Member
Seconder: Drew Frasz, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Deborah Allan
Absent: Thomas Smith
This meeting was adjourned at 11 a.m.
Christie Duffy
Recording Secretary
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